HW BOD Meeting – 2/13/19

(Highlights of the meeting were not prepared by the Board. They were prepared by an attendee of the meeting and are presented to keep unit owners up to date until the official meeting minutes become available after they are approved.)

The HW Board meeting was held on February 13, 2019 at the Clubhouse.

• The Board announced the resignation of Alan Putnam as of the end of January.
• The Board voted to change community comments from the beginning of the meeting agenda to the end. The vote was unanimous.
• Annual meeting minutes approved as written.
• The financial statements were presented to the Board with a review of operating expenses. The 2018 budget was favorable.
• Management Reports were presented:

Club House Committee

• Request for transfer dollies, cost $430.00 – approved
• Comprehensive cleaning of building and windows, cost $925.00
• Request for four folding tables – tabled
• Neighborhood inquiry for placing the clubhouse trash and recycling bins in a storage shed – Board asked that cost estimate be provided to the board.

Beautification Committee

• Bob Medeiros has been appointed liaison. Bob reported that the committee would be seeking cost estimates for the proposed landscaping improvements submitted to the board in December 2018.

Waivers: HOA management reports that there are two outstanding waivers for landscaping on common area.

AAI request for 16 Tavern Hill Road, extension of an approved request – granted

Board Officers: The Board voted unanimously on 2019 officers:

Phil Lee – President
Bob Medeiros – Vice President
Nancy Shearer – Secretary
Brian Wells – Treasurer

• President and Treasurer were approved for signature authority for financial business.
• Special election will be held on 3/19/19 to fill the vacant Board seat. The call for candidates will be sent by e-mail on 2/14/19. Deadline for submission is 2/22/19 at 2 PM. Proxies will be mailed before 3/4/19. Candidates will be announced as they come in.
• Board Meeting Dates: 3/20, 4/17, 5/15, 6/19, 8/21, 9/18, 10/16, and 11/20. There are no Board Meetings scheduled for July and December.
• There will be a new e-mail address developed for the purpose of communicating with Board Members. E-mail will be sent to all residents with the address and guidelines.
• Board voted to approve limited input from unit owners during meetings.
• Board discussed the government regulations in HUD that requires a survey of the 55+ developments every two years to ensure compliance. Residents will be asked to provide the management company with proof of age.
• Annual Meeting for 2020 will be held on December 10^th The date change was done to ensure that the budget is passed prior to January 1.

Community Comments:

• Resident commented that the bylaws do not allow sheds on common land. Asked if the neighborhood that abuts the clubhouse was polled for their thoughts on the trash and recycle bins.
• Resident requested that the residents requesting the shed get cost quotes.
• Resident expressed concern over who would be responsible for keeping residents proof of age i.e. Copy of drivers license, passport, management company will shred copies once checked.
• Resident questioned why there was an increased fee for the management company. Board explained that the increase was due to the increase cost of the new management company. There will be no variance this year.
• Resident asked if there would be a cost incurred due to the need for a special election. There is a cost to mailing proxies. The Board explained that State Law requires special elections to fill Board vacancies.
• Beautification committee member asked for clarification of who was responsible for obtaining cost estimates for landscaping. Question regarding the budget for landscaping improvements. Board clarified that there is no line item for beautification in the budget. The process is to submit a cost estimate for review and a determination would be made to approve or ask for resubmission.
• Resident questioned the Board on whether there would be a vote by residents to approve landscaping improvements. The Board will approve or deny requests from the Beautification Committee.